REPORT TO THE CITY COUNCIL December 15, 2016 FROM: SCOTT L. MOZIER, PE, Director Public Works Department BY: ANDREW J BENELLI, PE, City Engineer / Assistant Director Public Works Department AARON A. AGUIRRE, Public Works Manager Public Works Department, Landscape Division SHELBY MACNAB, MPA, Grants Administrator Public Works Department, Administration Division SUBJECT ..Title Actions pertaining to Fresno City Hall landscaping (Council District 3) 1. Approve a Landscape Maintenance Agreement with the Department of Water Resources and the California Conservation Corps to maintain the re-landscaped area and irrigation modifications funded by and installed at City Hall as part of the Institutional Turf Replacement Program. 2. Authorize the Public Works Director or designee to execute the agreement on behalf of the City. ..Body RECOMMENDATION Staff recommends that the City Council approve an agreement with the Department of Water Resources and the California Conservation Corps to maintain the re-landscaped area and irrigation modifications funded by and installed at City Hall as part of the Institutional Turf Replacement Program and authorize the Public Works Director or designee to execute the agreement on behalf of the City. EXECUTIVE SUMMARY The Department of Public Works was recently awarded a project from the Institutional Turf Replacement Program to remove and replace turf located underneath the redwood trees on the north and south sides of the Fresno City Hall building in an attempt to reduce our water usage. This program is funded by the Department of Water Resources and the California Conservation Corps. The project award is non-monetary, providing the labor and materials needed to replace turf and upgrade irrigation equipment in-kind. A three year Maintenance Agreement must be in place prior to beginning the project. BACKGROUND The Institutional Turf Replacement Program is administered through a joint partnership between the California Department of Water Resources and the California Conservation Corps. Funding for the program comes from the Water Quality, Supply and Infrastructure Improvement Act of 2014 (Proposition 1) funding for water use efficiency. A total of $25 million is allocated to turf replacement statewide, $3 million of which is allocated for institutional projects. The funding allocated is expected to support conversion of over 10 million square feet of turf, achieving approximately 20% of the statewide goal of replacing 50 million square feet of turf. The Institutional Turf Replacement Program awards materials and labor for projects which reduce water usage at non-State, public facilities in the underserved, drought-stricken communities of the San Joaquin Valley. To participate in the program, applicants must complete and submit their application for qualification and acceptance. Once scheduled, the California Conservation Corps (CCC) will coordinate with the applicant to remove or replace turf and other landscape materials; install or modify irrigation system components; and install replacement plants and other landscaping materials. CCC will provide a supervised crew of 10-12 people to work 40 hours a week under the supervision of a CCC civil service supervisor. The crew will perform the labor associated with the turf removal and re-landscaping project. Project costs are limited to $10,000 to $20,000 of materials, supplies or related services per one-half acre. Projects must result in a water savings and include educational opportunities for Corpsmembers. Based on a review of program guidelines, estimated long-term maintenance costs resulting from turf removal, projected water savings, irrigation needs and opportunities to model water conservation, the City Hall grounds were selected as the best fit for a turf replacement project. On October 28, 2016 the City was notified of project award. The scope of work awarded includes removal of approximately 8,000 square feet of turf currently located along the north and south sides of the Fresno City Hall building. The turf will be replaced with sixty (60) drought tolerant shrubs and mulch. Drip irrigation for trees and shrubs will also be installed as an additional water conservation measure. The materials to be provided through the program total to approximately $13,000 dollars with contingency. By converting the redwood areas to drip irrigation and replacing turf with chips and drought tolerant shrubs, a savings of over 14,000 gallons a week is estimated. Spread across the project square footage and factoring in seasonal watering variance, a conservative estimate of approximately 700,000 gallons of water will be saved per year as a direct result of this project. For illustrative purposes, that is enough water to fill an Olympic-sized swimming pool. To support workforce development, the City of Fresno will provide introductory irrigation and horticulture training to Corpsmembers and review local conservation challenges, water-wise landscaping and interior and exterior water leak survey tools. Corpsmembers will also be provided with a brief presentation of the types of career opportunities offered by the City of Fresno. To increase the overall impact of the project, public education elements will be included. Semi-permanent signage will be installed at the turf removal sites highlighting water conservation. A press release will also be shared to raise awareness of local water saving efforts and the City of Fresno's collaboration with the Department of Water Resources and the California Conservation Corps. A Maintenance Agreement is required in order to proceed with the planned turf replacement. The Maintenance Agreement indicates that the City of Fresno will maintain the area for three (3) years from the planting date by replacing plants, maintaining mulch and repairing irrigation systems in the area during that time. City Hall is on a regular maintenance schedule. Therefore, it is anticipated that this maintenance agreement will not result in significant costs outside of the usual and expected maintenance for City Hall grounds. ENVIRONMENTAL FINDINGS This item is not a "project" for the purposes of the California Environmental Quality Act. LOCAL PREFERENCE Local preference was not implemented because this item is an agreement with the State of California. FISCAL IMPACT The fiscal impact of this agreement is minimal, as it is in accordance with regular maintenance of City Hall grounds. Attachments: Maintenance Agreement Project Area Photos